Travel Tips

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BEFORE YOU GO…

Who is responsible for getting traveler’s passports and visas?
Every HI participant must be in possession of the appropriate documentation prior to departure. If an HI participant is unable to obtain a passport or any applicable visas, HI’s standard cancellation policy will apply. Visa costs are not included in your programmed fees. In most cases, your passport must be valid 6 MONTHS past the time of our return.
How do I get a passport?
Obtain an application at your nearest passport office, courthouse, or post office. You will need a certified birth certificate (with raised seal and file number), and 2 duplicate non-glossy photographs measuring 2” x 2”, taken within six months of application. For more info regarding passports, you can go online to: www.travel.state.gov.
Will I need a visa?
Your project manager will communicate to you within 6 months of your departure date as to whether or not you will require a VISA for entry into any country on your itinerary.
What vaccinations are necessary for international travel?
Please contact your local doctor http://www.cdc.gov for information on any recommended or required vaccinations for your destination countries well in advance of your trip.
Is there a luggage limit?
Each airline has specific weight limits for checked-in luggage. HI will alert you to the specifications and limitations. If you are flying on more than one airline, please be sure to adhere to whichever weight limit is lower to avoid having to pay extra. Please do remember that each individual is responsible for carrying his/her own luggage.
How much luggage am I allowed to bring?
Due to limited space available on buses for luggage, only ONE suitcase (limited to approximately 44 lbs) and one carry-on bag per person is allowed. Garment bags are not allowed. Your final itinerary package will include two Harmony International luggage tags to be placed on your checked luggage and carry-on. We strongly recommend you also add your own luggage tag on both your checked and carry-on luggage.

Note: Porters will not handle your carry-on luggage.

Note: Carry-on must fit under seat or in overhead compartments of the plane and under the seat or in your lap while on the bus. Most airlines will accept 62 maximum linear inches (length + width + depth) for checked luggage.

Suggestions for packing: If you are traveling as a couple, you may want to pack clothes for both in each suitcase. This way, if one suitcase is lost, each person will have clothing to wear.
How much spending money will we need?
In the last team update, about 4 weeks from departure, we will have to you an estimate of daily expense.
Will our mobile phones work abroad?
This will depend on what type of handset you have and who your mobile contract is with. You need to have a tri/quad band phone in order for it to work outside of the US and you need to ensure that your contract and/or pay-as-you-go has been released for the phone to work abroad. Please make people aware that it can be quite expensive for you to use your mobile abroad.
What if I do not have a roommate?
While HI will try to match you with a roommate, we cannot guarantee one will be available. Therefore, you should try to find a roommate and notify us of your selection no later than 90 days prior to departure. If no roommate can be found, you will receive an invoice for the single room supplement charge(s) as listed in the Fine print under Accommodations. This notification may come as late as 30 days prior to your departure.
Will my tour schedule ever change?
Every effort will be made to ensure you see the sites listed in your program; however, we reserve the right to alter the sightseeing itinerary to accommodate changes in local conditions and/or circumstances. If possible, you will be notified of any changes that are made to this itinerary prior to departing the U.S.
Do we need adaptors for electric items?
Yes, you will need to bring adaptors when traveling outside the US for most countries. Your project manager will update you 4 weeks from departure.
What should we pack?
Tour-specific packing lists will be sent to you with the rest of your initial tour information 4 weeks from your departure date. Packing lists will vary depending on destination and the time of year that you are traveling. For all trips you will need to pack: Passport and visas if necessary, any prescriptions, comfortable walking shoes, and layers.
What meals are included?
Which meals are included depends on your destination. On most tours breakfasts and evening meals are included - please see your specific tour itinerary for more details.
When are payments due?
Your tour price is split into equal payments throughout the year; please check your Letter Of Agreement for more details. A reminder will be emailed to you for each payment by your project manager. Final payment for the trip is due 60 days prior to departure.

ON THE WAY….

What airline will be used?
We use many airlines depending on the global destination, time of year and budget. Generally, HI will determine which airline will be used between 6-9 months from departure.
May I choose the airline I travel on?
Due to the volume of passengers traveling on various itineraries from many departure cities, you cannot select the airline for your travel.
When may I receive my complete flight information?
International flight information will be available approximately 30 days prior to departure; domestic flight information will be available approximately 2-3 weeks prior to departure.
May I purchase my own international tickets?
Yes. But remember, airport / hotel / pier / airport transfers are not provided to passengers who have provided their own transportation. If you are a “ground only” passenger, you will meet the group at the first hotel and leave the group at the last hotel. If you purchase your own transportation, you will be responsible for making your own travel arrangements to/from the international airports both in the US and once you arrive.

NOTE: Due to increased security at the airports, we recommend arriving at least two to three hours prior to departure for domestic flights. Arrive at the departure airport at least three hours prior to departure for international flights (whenever possible.)
Who is responsible for any airline schedule changes and/or expense?
All flight times are subject to change by the airlines without advance notice. HI is not responsible for changes and/or delays in airline schedules, nor the expense associated with such changes.
What if I miss my flight or it is canceled on the day of departure?
Contact our office immediately so we can inform all necessary parties. The airline’s responsibility is to get you to your destination as quickly as possible. Be sure to call the emergency contact staff member listed on your emergency contact card as soon as possible.
May I request special seating and/or meals on the flights?
In general, group purchased seating arrangements cannot be organized before departure day. If you have a special meal request it should be submitted in writing no later than 90 days prior to departure. We cannot, however, guarantee your request will be honored by the airline.
Will my group travel together on the same airline?
Every effort will be made to keep groups together if they are traveling from the same departure city; however, depending upon the size of the group and the availability of seats on the same flights, some groups may be on several different domestic and/or international flights.
NOTE: If part of the group is participating in an extension, they may not be on the same international flights as passengers doing the basic program only.
Will my group fly together?
We will do our best to ensure the group flies together, but depending on seat availability and the size of the plane, we may not be able to accommodate all members of a group on the same flight.
Will my group sit together on the plane?
We do request that our groups are seated together. However, depending on your group’s size, you may or may not sit together. You will receive seating assignments when you check in.
What happens if there are travel delays?
In the event of travel delays during your tour, HI will assist in making such alternative travel arrangements as it considers appropriate to the circumstances. HI will not accept the additional costs incurred for delays beyond its control and for which it is not liable.
What are the latest security regulations for what can and cannot be taken on a plane?
These regulations and restrictions change frequently. Please see www.tsa.gov for the most up-to-date information.
Will we be fed on the plane?
This depends on the length of your flight and what airline you will be flying with. On trans-Atlantic and other long haul flights you will be given meals on the plane free of charge. For flights within the US and Europe food will always be offered, but it is not always free of charge.
What happens if bags are lost?
It is the responsibility of the airlines to recover any lost luggage. Please be sure to file a report with the airline at the airport where you arrive. Although HI will do everything we can in helping with the process, we cannot help to recover lost luggage. It is an issue between the individual and the airlines.
Do we have to fill out immigration and customs forms?
Yes, when en route to certain countries individuals will need to fill out landing cards and/or other immigration forms. The forms which need to be completed will vary depending on whetheror not individuals needed visas to enter the country to which they are traveling.

WHEN WE ARRIVE…

What about free time?
There will be some free time on every tour - for shopping, extra activities, etc. HI Tour Directors are happy to provide ideas for free time and evening activities. Your Project Manager is also a good source of ideas before you depart for tour. The cost of these activities is not included in the fee so you will need to budget for this before you depart for tour.
What amenities are provided at our hotel?
This will depend on which hotel you are staying in. Each hotel room will be ensuite and linens will be provided. Each hotel will vary in terms of supplying hairdryers, safes, etc.
What if my luggage is lost or damaged?
File a claim at the airport before you leave the baggage claim area. It will be the airline’s responsibility to get lost luggage to you or to compensate you for damaged luggage. We will do our best to follow-up with the airlines but the responsibility ultimately rests with the airline. We strongly suggest that you pack at least one change of clothes in your carry-on bag.
What to expect upon arrival at the airport!
After going through passport control, you will need to collect your luggage (luggage carts may be free or available for an extra charge) and pass through customs. You will be met by an airport representative inside the baggage claim area. Please follow instructions from our representative.
What is the time difference in our time zones?
Time zones vary by location in the world. A great resource for determining the time difference for a particular place is: http://www.timeanddate.com.
How long will it take to travel from the airport to the hotel?
The transfer time can vary.

AT THE HOTEL:

What about my luggage?
Depending on the project, upon arriving at the hotel, you will be asked to label your bag (with a sticker provided by the hotel) with your hotel room number. The porters will then bring your bag to your hotel room. Many of our projects travel to locations/hotels that do not have porters. Your Harmony representative will help sort out these details if help is needed.
What are the hotel rooms like?
Each room will have a private bath, TV and phone. Most hotels do not provide washcloths, so you may want to bring your own but do not leave them in the bathroom as the staff will whisk them away into the laundry and you will probably never see them again.
Are hair dryers available?
Most hotels provide hair dryers in the rooms. If you bring your own, be sure it is one that has dual voltage so you can switch between 125v and 250v. You will need an adapter for your hair dryer. We do not suggest bringing curling irons or flat irons as the voltage is usually too high.
What meals are included in my journey?
Generally, breakfast and dinner are included. Lunches only included when specified in the itinerary. Coffee or tea are served at breakfast but beverages at dinner will be at a supplemental charge. All other meals are at your expense. Bottled water is recommended at all times outside the US.

GENERAL INFORMATION:

What are the buses like?
The deluxe touring motor coaches are modern and air-conditioned.
Are there rest rooms on the buses?
It varies as to country. If not, sufficient stops will be made for the comfort of our passengers.
How much money should I bring?
Your project manager will include in your final packet a complete daily spending sheet. Most everything has been included in your tour cost with the exception of meals not listed on your itinerary, shopping and optional tours (where applicable). Suggested amount of tips is $3 per day for guides, $2 per day for drivers.
Will ATMs be available?
ATMs are available at local banks. The money you receive will be in the local currency.
What about travelers checks and credit cards?
We do not recommend the use of travelers checks as you may experience difficulty using and/or cashing them. In addition, banks usually charge a significant handling fee when cashing travelers checks. Credit cards are recommended for larger purchases. VISA and MasterCard are much more prevalent than Discover and American Express.
Will I be able to shop while during the program?
Time will be allotted for shopping. While some will feel that too much time is spent for shopping, others will think it is not enough. Remember that ours is not a shopping tour. Also, any purchases made are at your own risk. We are not responsible for your dissatisfaction with any items purchased. Guides are not authorized by HI to recommend any store or shop.
What about the “VAT” or Value Added Tax?
VAT (Value Added Tax) is a sales tax that is charged for most goods. This amount is part of the price – not added on at the cash register. It is possible for you to claim back most of this tax. The best way to do this is to see if the retailer you are buying from is affiliated with “Tax Free” shopping. If so, they will give you the instructions for your refund. Generally, all you have to do is collect a completed form from the store which lists your purchases. You MUST have the form stamped by customs when you leave the country. Look for the TAX FREE SHOPPING symbol.

Note: Specific procedures may vary by country, so look for forms and instructions at stores or the airport. HI is not responsible for refunding you any VAT. In addition, VAT cannot be recovered once you have returned home.
What about tips for our guides and drivers?
Our suggested amount for tip is $3 per person/per day for your guide and $2 per person/per day for your driver. During your trip, a Harmony International staff member will pass collect tip money from you to cover driver/guide tips. If you participate in an extension tour, the same collection will happen toward the end of that trip.
What about other “tips”?
Prepaid gratuities have been collected for the following staff persons: hotel dining room staff, bell man/porters and housekeeping. You will not need to tip for standard services as all tips will be distributed to these staff persons by HI. If, however, you request special services from the staff, additional gratuities are expected.
What will the weather be like?
Your project manager will keep you updated as to the weather and how to pack accordingly. For more up to date information, visit www.weather.com.
What type of clothes should I bring?
Your project manager will inform you 4-6 weeks before departure any items of note. Some of the days involve long bus rides and/or considerable walking, so comfort is essential. Comfortable shoes are a must! For performance groups, you will be informed as to performance wear in the final packet of information.
Should I bring my prescription medicines?
Bring your medicine in the original bottle. Also, bring a copy of the generic names for each. If you have medications which need to be refrigerated, you will need to make the appropriate arrangements with the airlines, hotels and cruise line.
An ID bracelet or a note from your doctor regarding any special treatments you are receiving will prove invaluable in the event of an emergency. Always carry medication that is needed on a daily basis in your carry-on.
What about travel protection coverage?
We offer the option to purchase trip cancellation insurance through Travel Guard, one of the world’s leading travel insurance providers. This insurance is optional. Upon registration, we will provide you with detailed information regarding types of coverage available.
What if I lose something on the program?
Leave valuables, including items of sentimental value, at home! Put your name, address, departure date and bus color on all belongings so that any recovered items will be returned as quickly as possible. Shipping costs will be your responsibility. We suggest you make a list of all items you take along with their perceived value. Double check before you leave the hotel, bus, airplane, etc. HI will not assume responsibility for lost items.
What about prepaid phone cards?
If you decide to purchase cards here or overseas, you will need a card or access for each country. (Make sure your prepaid card is for international use.) If you have a cell phone you can check with your local provider for International Service.
Is there any free time during the program?
Each day is quite full with sightseeing but you can notify your guide if you wish to miss a day of touring (itinerary permitting).
Any last minute items I shouldn’t forget?
Sunglasses, a sun hat, sunscreen, wipes and wash cloths, camera (and extra film and batteries) and sundry toiletry items are musts. You may wish to bring a calculator for exchange rates while shopping. Passengers bringing video cameras are advised that museums and archeological sites frequently charge a fee for their use. In the event of inclement weather, bring a light waterproof jacket or an umbrella.
Any other tips?
Yes…
Be on time for the bus each day.
Settle personal charges the night before checking out of the hotel.
Notify your Tour Leader or Guide if you will not be on the bus for sightseeing.
Remember you are a guest in another country…
Be gracious…Expect that customs and food will be different than at home.

CANCELLATIONS AND REFUNDS

What if I need to cancel?
Call our office immediately, and then submit your cancellation in writing. Cancellation and refund schedule can be found on the Letter of Agreement.

NO REFUND for cancellations within thirty (30) days of departure -- trip cancellation and interruption insurance is available and is highly recommended. All cancellation requests must be addressed to Harmony International in writing.